Backup Outlook OST file into PST

Updated on October 31, 2022 by Nasir Khan

Business emails data is very important for their organization, but if your important data get lost for some reason, then you need to backup your data files. So, this page will discuss “How to take backup Outlook OST file data in PST format” with manual and professional methods.

As a business owner or member of an organization, you must understand the importance of Outlook emails. If you lose your company emails data file for any reason, you could face major consequences. People use Exchange Server to centrally handle, distribute, and store business emails in enterprises and organizations. It also includes many tools for storing and sharing contacts, schedules, tasks, and other data files. Microsoft Outlook, the most common email client, can work with Microsoft Exchange Server. Once you set up the Exchange Server as a profile within Microsoft Outlook, you can enable the Outlook offline feature to send and receive emails through the server. As a result, you don’t need to use two different programs to manage your business emails, contacts, and other data files.

If you are using Microsoft Outlook with Exchange Server, then you must be familiar with cached Exchange mode. When you configure MS Outlook with Exchange, there is an option- Cached Exchange mode, and by enabling this option, Microsoft Outlook will download a copy of your mailbox data to your local computer. This is called an OST file, also known as an Offline storage table, a type of Outlook data file. Being an offline folder file, OST allows you to access your Exchange mailbox data even you are not connected to the internet connection. And once the connection gets re-established, you can synchronize the changes you made earlier during the offline mode.

Why user need to backup OST file of Outlook

There are many reasons where we need backup OST file of Outlook, some of common reason are given below:-

OST Synchronization Problem:- In the offline mode, a user can work with OST files. When it comes to Exchange Server, it is not possible. As a result, working on the file becomes problematic when Outlook is synchronized with the Exchange Server. As a result, a backup of the OST file in Outlook is required.
Authentication Issue:- To access the data on Exchange Server, proper credentials along with validation are required. To avoid all the complex procedures, it is better to keep an archive of the OST file in Outlook 2013.
Data Recovery: - In case if your OST file got deleted, corrupted, damaged due to some reasons then you cannot access your OST file. So, to make data available, it is recommended to make a backup of the offline .ost files for the accounts.
OST Corruption:- Due to virus attacks, abrupt shutdown and other software related issues, the OST file becomes out of reach and its data cannot be availed. So, just to rely on the OST file is a mistake. Hence it is necessary to take backup of OST file data of Outlook 2019, 2016, 2013, 2010 & Exchange OST file.

Now, we are going to explain to you the step-by-step process of manual and automated methods. However, suppose you cannot complete the operation using a manual method. In that case, you can seek the help of an automated solution that we have discussed below to resolve this issue.

Method 1: Export Outlook data to backup OST file

1. Launch Microsoft Outlook on windows operating system, click the File tab.
2. Now, go to the option Open & Export and click on Import or Export
3. In the next window that appears on the screen, select Export to a file option and click on Next tab.
4. Now, select Outlook data file (.pst) option in the next window and then click the next tab.
5. Here, you need to check the folders you want to backup or check the Include subfolders to create the entire OST backup and click the Next button.
6. Click "Browse," and then navigate to your preferred save location. Enter an identifying name for your backup file, and then click "OK."
7. Now, select do not export duplicate items to avoid duplicates before you click on Finish.

Method 2: Archive Outlook folders to backup OST

Archiving is not exactly backing up the OST file; it is more like moving your important data on to a separate folder in Outlook. Remember archiving doesn't backup Outlook contacts, know how to backup and move Outlook Contacts here.

You can follow these set of instruction given below to archive Outlook:

1. Open Microsoft Outlook on your local system and click on File tab
2. Now you need to click on Tools (or Cleanup Tools for Older Outlook versions)
3. A screen will open up on the screen. Select Set Archive Folders ( Archive for Outlook 2016 and previous versions)
4. In the Setup Archive Window, Browse the destination location where the archived PST file is to be saved.
5. At last click the Ok button to finish the Outlook archiving process.

Above both methods is useful for backup Outlook OST file to PST. However, there are certain limitations to these methods:

Limitations of Manual method to Convert backup OST to PST file

These both manual methods are more time-consuming and has tedious backup process.
Manual methods require high level of technical expertise to handle the complete backup task.
While using the manual method to backup Outlook OST file to PST involves high risk of data loss during the process.
You must be using the same computer that the OST file was created on. If you are using another new computer, you will not be able to use manual methods.
A virus or malicious software attack can corrupt multiple OST files that cannot be repaired using the manual methods, resulting in inaccessible OST files.
If an e-mail or other e-mail component such as Contact is accidentally deleted, the archiving method and the export/import wizard do not restore the deleted e-mail or other component.

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Best Method to convert OST backup file to PST

If you are faced with any of these limitations, you will not be able to back up Outlook OST file to PST using manual methods. However, we have an automated solution to overcome these limitations: you can use an OST converter tool to backup Outlook OST file to PST within few clicks accurately. The software helps:

Backup multiple OST files (with Batch backup of OST data)
Efficiently takes the backup of deleted email and other mail components
Convert and backup OST into PST and keeps OST data formatting and data hierarchy intact
Resolve Synchronization errors and other Outlook related errors
Display the preview of selected OST files emails before actual backup
Import OST Backup files to Office 365 or Exchange Server Platform

Aside from these features, the software also helps with the Compact and Split option to further minimize the risk of PST file corruption.

Steps to be followed to Convert backup Outlook OST file to PST format:

Step 1: Install and Run Regain OST to PST Converter software on your system. Check the 'Add file' option to upload OST data files on tool's panel.
Step 2: The tool will automatically pick the default location of OST files and load it on software’s panel. Click the scan option.
Step 3: Now, check the desired folder from the listed folders and click on Next button.
Step 4: Choose the desired file saving option in which you want to backup OST file data. And also enter the file destination where you want to save the data on your local system after backup.
Step 5: here, the software also provides you an optional option with which you can easily backup Outlook OST file in Office 365 & Live Exchange Server platform. You just need to enter your User ID and Password and click Connect tab given below.
Step 6: Once the backup process is completed, the tool will give the completion message as shown in the screenshot given below.